Reporting Structure

• This role will:
  • Report to the Director of Communications

Key Responsibilities

1. Meeting Minutes and Agendas

• • Create agendas for weekly meetings based on project milestones and department priorities
  • Attend meetings, documenting minutes and discussion, ensuring action items are captured, identifying those responsible for the successful and timely delivery of the overall project and it’s pieces.
  • Publish meeting minutes

2. Planning Tool Maintenance

• • Capture new Communications projects as they arise, record in a department wide planning tool
  • Perform weekly maintenance on planning tools, ensuring critical project milestones are documented
  • Apply milestones to master planning calendar.

3. Departmental Coordination

• • Communicate when tasks require crossover between subsets of the Communications team
  • Monitor teamwide correspondence, identifying and solving for gaps or open tasks

4. Calendar Management

• • Track email and meetings, identifying needs & opportunities for additional meetings
  • Send out calendar invites, Teams links based on meetings needs
  • Modify calendar invites based on the needs of the Department

Qualifications

Required:

• Strong organizational skills and critical thinking
• Proficiency in Microsoft Word, Excel, and PowerPoint, Teams
• Fast and accurate typing skills

Preferred:

• Experience in administrative work or project management
• Background in communications, social media, or graphic design

Key Competencies

• Mission-driven, culture first, teamwork mindset
• Organizational development
• Systems thinking and process design
• Operational execution with attention to detail